1. Using Community Development Planning and Zoning
  2. Managing Public Users

6Working with Accounting

Viewing Accounting Transactions

You can view accounting transactions on the Accounting Transactions page.

This page displays the fee items for agency transactions that require accounting journals. Each fee item row displays the transaction ID of the transaction from which it originated and the name of the source table that contains the detail for that transaction. These accounting transactions are processed by the Generate Accounting process.

Viewing Accounting Transactions

  1. Select Accounting > Accounting Transactions, or click Accounting Transactions on the Agency Springboard.

  2. Select an accounting transaction on the Accounting Transactions page to view additional information about the transaction.

    Each accounting transaction has one of the following statuses:

    • Created: The Generate Accounting process couldn’t create a journal for the accounting transaction because there is no applicable accounting rule.

    • Generated: The Generate Accounting process created a journal for the accounting transaction.

    For accounting transactions with a status of Generated:, the Journal grid displays information about the journal entry associated with it including the Journal ID, Accounting Event, and Journal Status. For more information on journal entries, see Reviewing Journal Entries.

    The Accounting Transaction Errors grid displays any error messages associated with the accounting transaction. These errors must be corrected before a journal can be created for the transaction.

Generating Journal Entries

You generate journal entries from the accounting transactions that are created in Oracle Public Sector Compliance and Regulation.

You run the process that generates journal entries on the Generate Accounting page, which you can access by selecting Accounting > Generate Accounting.

The Generate Accounting process includes only accounting transactions with a status of Created. The status of processed transactions is changed to Generated. The process groups accounting transactions into journals based on the combination of ledger, accounting date, accounting event, and accounting rule.

Entering Generate Accounting Process Parameters

  1. Access the Parameters tab on the Generate Accounting page.

  2. Select the Accounting Event for which you are generating journal entries.

  3. Use the Accounting Date From and Accounting Date To fields to specify the range of accounting dates for which you are generating journal entries.

Scheduling the Process

  1. Access the Schedule tab.

  2. To immediately add the process to the queue, select the As soon as possible option.

  3. To create a schedule for the process, select the Using a schedule option, and enter values using the following fields:

    Page Element

    Description

    Frequency

    Select how frequently you want to run the process. Values are:

    • Once: Select to run the process one time only.

    • Hourly or minute: Select to run the process at regular time intervals.

    • Daily: Select to run the process at regular intervals in days.

    • Weekly: Select to run the process at regular intervals in weeks.

    • Monthly: Select to run the process on specific days of the month.

    • Yearly: Select to run the process during specific months.

    Start Date

    Enter the date on which you want to begin your scheduled processing.

    End Date

    Enter the date on which you want to end your scheduling processing. You can leave this field blank to make the process schedule open-ended.

    Hours and Minutes

    Enter the time interval between scheduled processes. For example, if you enter 2 in the Hours field and 30 in the Minutes field, the process will run every 2 hours and 30 minutes beginning on the specified start date.

    Note: These fields are available only if you select a process frequency of Hourly or minute.

    Days

    Enter the number of days between scheduled processes. For example, if you enter 3, the process will run every 3 days beginning on the specified start date.

    Note: This field is available only if you select a process frequency of Daily.

    Weeks

    Enter the number of weeks between scheduled processes. For example, if you enter 6, the process will run every 6 weeks beginning on the specified start date.

    Note: This field is available only if you select a process frequency of Weekly.

    By day

    Select this option to run the process on specific days of the month irrespective of the date. For example, if you select the Secondand Wednesday options, the process will run on the second Wednesday of every month.

    You can select more than one week of the month and day of the week option. For example, you could schedule the process to run on the first and third Monday of every month.

    Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.

    By date

    Select this option to run the process on specific dates of the month. You can select more than one date.

    Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.

    Month

    Select the months in which you want your process to run.

    Note: This option and its associated fields are available only if you select a process frequency of Yearly.

Setting Up Process Notifications

You can set up the process to send notifications to you and others when it runs.

  1. Turn on the Notify Me When This Process Ends switch to send yourself a notification when the process finishes.

  2. Access Notification tab.

  3. Click Add.

  4. On the Create Notification page, enter the email address of the person you want to receive notifications.

    By default, the recipient will receive a notification when the process ends with the following conditions:

    • On success

    • On error

    • On warning

    You can remove any of these process notification conditions.

  5. Click OK to save the notification recipient.

  6. (Optional) To delete a notification recipient, select the recipient in the Notification tab and click Delete.

Submitting the Process

Once you’ve entered your process parameters, scheduling information, and notification recipients, you’re ready to submit the process. Enter any additional information in the Submission Notes field and click Submit. Click Process Monitor to check the status of your process.

Reviewing Journal Entries

You view and edit journal entries on the Journal page.

Journals contain debit and credit accounting entries created by the Generate Accounting process for the accounting transactions that it processes. You can export journals that do not contain errors to an Enterprise Resource Planning (ERP) system.

Viewing Journal Entries

Select Accounting > Journal, or click Journal on the Agency Springboard.

The grid on the Journal page displays all of your journal entries and their current status by the accounting date. Valid journal entry statuses are:

  • Created: Indicates that the journal has been created but not validated.

  • Error: Indicates that the journal has one or more validation errors.

  • Valid: Indicates that the journal has been validated and is ready to be exported.

  • Sent: Indicates that the journal has been exported to a file that can be used to update an ERP system.

Reviewing Accounting Lines

  1. Select Accounting > Journal, or click Journal on the Agency Springboard.

  2. Select a journal entry on the Journal page.

  3. In the Lines tab of the Journal Details page, select an accounting line.

  4. On the details page, you can update the following accounting fields:

    • Account

    • Division

    • Department

    • Fund

    • Function

    • Program

  5. Click Save.

  6. On the Journal Details page, click Validate to ensure that the accounting lines are still valid after the changes you made.

Viewing Journal Entry Errors

  1. Select Accounting > Journal, or click Journal on the Agency Springboard.

  2. Select a journal entry on the Journal page.

  3. Access the Header Errors tab to view any header errors for the accounting line.

  4. Access the Line Errors tab to view any line errors for the accounting line.

    You can correct these errors on the Lines tab. Once you correct and validate a line error, it no longer appears on the Line Errors tab.

Exporting Journal Entries

You can create a file containing accounting transactions that can be imported into an Enterprise Resource Planning (ERP) system.

Note: If you use Oracle Financials Cloud as your ERP system, we recommend using the Financials Cloud Subledger Accounting feature to enable ERP accounting integration instead of using the Export Journals to ERP process.

You run the process that exports journal entries on the Export Journals to ERP page, which you can access by selecting Accounting > Export Journals.

Entering Export Journals to ERP Process Parameters

Access the Parameters tab on the Export Journals to ERP page and enter values using the following fields:

Page Element

Description

Mapping Name

Select the Data Format Exchange mapping that you want to use to generate the file. For more information on the Data Format Exchange utility, see Setting Up Data Format Exchange Maps.

All Open Periods

Select to include journals for all open accounting periods.

Specify Dates

Select to include journals for a specific accounting date range.

Accounting Date From and Accounting Date To

Specify the range of accounting dates for which you are exporting journal entries.

Select Ledgers

Select the ledgers for which you want to export journal entries.

Scheduling the Process

  1. Access the Schedule tab.

  2. To immediately add the process to the queue, select the As soon as possible option.

  3. To create a schedule for the process, select the Using a schedule option, and enter values using the following fields:

    Page Element

    Description

    Frequency

    Select how frequently you want to run the process. Values are:

    • Once: Select to run the process one time only.

    • Hourly or minute: Select to run the process at regular time intervals.

    • Daily: Select to run the process at regular intervals in days.

    • Weekly: Select to run the process at regular intervals in weeks.

    • Monthly: Select to run the process on specific days of the month.

    • Yearly: Select to run the process during specific months.

    Start Date

    Enter the date on which you want to begin your scheduled processing.

    End Date

    Enter the date on which you want to end your scheduling processing. You can leave this field blank to make the process schedule open-ended.

    Hours and Minutes

    Enter the time interval between scheduled processes. For example, if you enter 2 in the Hours field and 30 in the Minutes field, the process will run every 2 hours and 30 minutes beginning on the specified start date.

    Note: These fields are available only if you select a process frequency of Hourly or minute.

    Days

    Enter the number of days between scheduled processes. For example, if you enter 3, the process will run every 3 days beginning on the specified start date.

    Note: This field is available only if you select a process frequency of Daily.

    Weeks

    Enter the number of weeks between scheduled processes. For example, if you enter 6, the process will run every 6 weeks beginning on the specified start date.

    Note: This field is available only if you select a process frequency of Weekly.

    By day

    Select this option to run the process on specific days of the month irrespective of the date. For example, if you select the Secondand Wednesday options, the process will run on the second Wednesday of every month.

    You can select more than one week of the month and day of the week option. For example, you could schedule the process to run on the first and third Monday of every month.

    Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.

    By date

    Select this option to run the process on specific dates of the month. You can select more than one date.

    Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.

    Month

    Select the months in which you want your process to run.

    Note: This option and its associated fields are available only if you select a process frequency of Yearly.

Setting Up Process Notifications

You can set up the process to send notifications to you and others when it runs.

  1. Turn on the Notify Me When This Process Ends switch to send yourself a notification when the process finishes.

  2. Access Notification tab.

  3. Click Add.

  4. On the Create Notification page, enter the email address of the person you want to receive notifications.

    By default, the recipient will receive a notification when the process ends with the following conditions:

    • On success

    • On error

    • On warning

    You can remove any of these process notification conditions.

  5. Click OK to save the notification recipient.

  6. (Optional) To delete a notification recipient, select the recipient in the Notification tab and click Delete.

Submitting the Process

Once you’ve entered your process parameters, scheduling information, and notification recipients, you’re ready to submit the process. Enter any additional information in the Submission Notes field and click Submit. Click Process Monitor to check the status of your process.

Processing the Journal Entry Output

Use the publicSectorMappingAttachments REST API to process the output file generated by the Export Journals to ERP. For more information on this REST API, see REST API for Oracle Public Sector Cloud.